Group Notes: Creating, Managing, Writing

Group Notes: Creating, Managing, Writing

MBP allows practices to create treatment groups, assign clients and professionals, customize group services, and manage session documentation. You can also establish a default session note type for each group, customize documentation for individual sessions, and configure Group AI Notes.

Creating a Treatment Group

Step 1: Navigate to Groups

Go to Settings → Account Settings → Groups.

Step 2: Add a New Group

Select + Add New Group.

Step 3: Complete the Name & Description Tab

    Complete the following fields:

    1. Display group appointments on all staff calendars: When enabled, group appointments will appear on the calendars of all staff members assigned to the group under the Staff tab.

    2. Select Client or Staff Group:

      • Client Group: A group consisting of clients.

      • Staff Group: A group consisting of staff members.

    3. Group Name: Enter the name staff will see when viewing existing treatment groups and scheduling group sessions. Clients will not see this name.

    4. Group Description: Enter a description to help staff identify the group.

    5. Default Session Note Type: Here you can select your default group note template

Step 4: Add Clients to the Group

  1. Select the Clients tab.

  2. Search for clients using the search bar on the left or select them from the dropdown of active clients.

  3. Click on each desired client. A black checkmark will appear next to their name, allowing you to select multiple clients.

  4. Once you have selected everyone you would like to add, click Add.

Selected clients will appear in an alphabetical list below.

  • To remove a client, select Remove next to their name.

  • To locate an existing group member, use the search bar on the right.

Step 5: Adjust Individual Client Service Fees (Optional)

If certain group members have different service fees, select the Services button next to the applicable client to enter their CPT code and associated fee.

If all group members will have the same fee, you can skip this step. You will enter the standard service fee when scheduling the group session.

Step 6: Assign Professionals to the Group

  1. Select the Staff tab.

  2. Choose at least one professional from the dropdown.

  3. If multiple professionals will work with the group, you can assign them all.

Additional considerations:

  • Assigned staff members will have access to scheduling with the group.

  • If there is a designated group leader, we recommend assigning the appointment to that professional when scheduling group sessions.

  • The professional assigned to the calendar appointment will have their name and credentials displayed on the superbills for those group sessions.

  • Edit/Delete Group Appointments: When enabled, assigned staff members can edit and/or delete group appointments. If disabled, they will not have these permissions.


Step 7: Schedule Your Group

Once your group has been created, you can select it from the client dropdown when adding a new appointment to the calendar. Groups will appear at the bottom of the dropdown list.

Taking Attendance for a Group Session

When you open a group session note, you will first be prompted to take attendance for the session.

If a client did not attend, you will be asked to select or enter the reason for their absence. The service fee will automatically update based on the missed appointment rates configured under Practice Settings. You can also manually adjust the fee for an individual client if needed.

Once attendance is completed, the note will populate with a separate Individual Note tab for each client who attended, along with a Group Note tab for documenting the session as a whole.

Be sure to review attendance and confirm the appropriate missed reason and service fee for each client before proceeding with your group session documentation.

Custom Session Notes for Groups

Changing the Note Type for a Group Session

When you open a group session note, you will see a Group Note Template dropdown menu that allows you to choose the template you want to use for that specific session.

  1. Open the group session note from the calendar.

  2. Locate the Group Note tab then select the note template dropdown menu.

  3. Select the template you would like to use for that session.

  4. Complete and save the session note as usual.

Please note: Changing the group's default note template will apply to future group sessions moving forward. Previously created session notes using the original default template will remain unchanged and will not be automatically converted to the new template.